- Recognition and Registration of Student Organizations
- Space Reservation
- Sales and Solicitation Policy
Wartburg campus organizations extend learning from textbooks to real-life situations. By becoming involved with campus organizations, students gain skills in leadership, problem solving, goal setting, public relations, community service and creativity.
Involvement in one of the 100 campus groups and organizations will help you develop career skills, learn to work with others, put ideas into action, and experience personal growth.
Visit www.wartburg.edu/orgs/ to view a complete list of student organizations. Organizations are divided into academic, broadcasting and publications, campus ministry, honor societies, performing arts, service and interest, and athletics and recreation.
An involvement fair is held at the beginning of the Fall and Winter terms.
The Director of Campus Programming can assist your search for the campus organization that best fits your needs.
Entertainment ToKnight (ETK) plans, promotes, and executes social, cultural, and educational programs through the utilization of student fees. Members gain valuable leadership and skills through work and contract negotiation with agents and artists, promotion and hospitality experiences, technical work, and opportunities to attend regional and national conferences. ETK holds two types of events:
Small Events: These events are spread throughout the academic year and may include, but are not limited to, Movie Knight, various musical performances, comedians, poetry readings, hypnotists, and other original events.
Large Events: ETK is responsible for bringing a major event to Wartburg’s campus during Fall or Winter Term every two years. The student body votes on the event — concert, comedian, etc.
For more information or to get involved with Entertainment ToKnight, stop by ETK’s office in Saemann Student Center (in the HUB), call 8305 or email firstname.lastname@example.org or go to www.wartburg.edu/ etk.
Recognition and Registration of Student Organizations
Student organizations are a vibrant and vital part of life at Wartburg College. Any person or group wishing to start and maintain an organization must meet all requirements in the approval process. In addition, each organization must register annually with the Campus Programming Office for continued recognition. A lapse in recognition will require the organization to seek approval as a new club or organization.
Clubs and organizations must be established for purposes that are legal, consistent with the educational aims and the mission of the college, and in accordance with the regulations, guidelines, and policies of Wartburg College, the City of Waverly, and the State of Iowa. Recognized clubs and organizations are expected to maintain their own budgets and must be fiscally responsible. Recognition does not imply college endorsement of the purposes of the organization, nor does the college assume sponsorship of any activities of the club or organization on or off its property.
Application for Recognition
In order to become an officially recognized student club or organization, a group must:
A. Fully complete the Student Organization Registration Application Packet. It will not be accepted if incomplete. All materials must be submitted to the Campus Programming Office in the Student Life Office of Saemann Student Center. Included in the Application Packet are:
- The Student Organization Application.
- A membership roster of at least 10 full- time Wartburg students stating their intent to actively participate in the proposed organization.
- Adviser commitment form.
- Guidelines for creating the organizations constitution.
B. Once paperwork is submitted, a representative from the organization will schedule a meeting with the Director of Campus Programming (ext. 8486) to discuss its plans. This is when questions will be asked or concerns addressed, prior to materials being sent to Student Senate. The adviser listed will be contacted and apprised of responsibilities if the group is approved. If no changes are needed, the paperwork will go to the Vice President for Student Life and Student Senate.
C. The Director of Campus Programming, Vice President for Student Life, and Student Senate will review the organization’s constitution, check for alignment with the college’s mission, make sure it does not duplicate the purpose, goal or activities of another organization and ensure student officers are in “good standing.”* They will then make their respective recommendations for acceptance or denial of recognition. *Good Standing — Student officers must meet a GPA requirement of a 2.25 cumulative and be enrolled full-time at Wartburg.
NOTE: The Student Relations Committee of Student Senate will review the application and make a recommendation to the general body, which will vote on the application. If there are errors in the application or structure of the constitution, the organization’s representative may be contacted by the Student Relations Committee Chair to make corrections.
D. Notification of the decision will come in
writing to the organization’s representative and
adviser via email. If the application is approved, it will
be allotted the following privileges:
- Use of campus space
- Use of campus bulletin boards (all posters
must be approved and stamped by the Office
of Student Life)
- Inclusion of meeting and event information on the calendar and student organizations newsletter
- Use of HUB resources
- Ability to apply for Senate funds
- Ability to apply for co-sponsorship with ETK
- Opportunities for leadership training
The group will need to submit paperwork to create a 60/agency account, unless another on-campus account is already active with the business office, as no off-campus accounts are permitted. (Visit www.wartburg.edu/orgs/guide for the form.)
If the request for recognition is denied, the organization may seek reconsideration. The Vice President for Student Life must consult with the Student Life Institutional Committee before making a final decision.
To maintain eligibility, a recognized student organization must renew its application for recognition with the Campus Programming Office every year by Sept. 20. All currently recognized student organizations will receive renewal instructions from the Campus Programming Office at the beginning of each academic year. This annual renewal process must provide the Campus Programming Office with the following:
- Student Organization Renewal Application.
- A copy of the current organization constitution and bylaws.
- A membership roster.
- Adviser commitment form. Additionally groups must:
- Host three meetings or one event each semester. • Participate in the involvement fair (when applicable to membership recruitment).
- Participate in organizational/leadership workshops put on by Campus Programming.
- Have an active 60/agency account or other on-campus account with the Business Office and maintain a positive balance.
- Complete the annual reports sent out every April.
NOTE: If the designated deadline is missed, this is considered a lapse in recognition. The organization will need to process as a new club or organization following the steps listed above.
Changes in the Organization
Organizations MUST notify the Campus Programming Office within two weeks of leadership or adviser changes.
The deadline for all student organization applications to be completed and submitted is Feb. 1 to gain approval within the current academic year. This is also the deadline for Senate allocations.
Student Organizations, once recognized by the college, are able to reserve campus space as available. To do so, contact the Event and Scheduling Coordinator (ext. 8286). Please know the following:
- How many people will attending.
- Type of audio-visual equipment.
- Layout of the room in terms of set-up, number of chairs and tables.
If you are interested in reserving the Chapel Commons, work with the Event and Scheduling Coordinator (ext. 8286) or the Chapel Office Coordinator (ext. 8217).
If you are interested in reserving the Mannie Holmes House or the Diers House, contact the Director of Student Diversity Programs (ext. 8434) or the Director of International Student Services (ext. 8220).
Reserving Neumann Auditorium and McCaskey Lyceum
Neumann Auditorium seats 1,092 people. McCaskey Lyceum in Saemann Student Center seats 226 with theatre seating and up to 294 with additional chairs. Reservations for either are made through the Event and Scheduling Coordinator and must specify technical requirements like sound, lights, equipment, and staging at the time. All technical needs, including set-up and tear-down are at an hourly cost, and groups must provide an account to be charged at the time of the reservation. To prevent confusion, please submit a copy of the contract and rider so the technical team can spot potential problems.
Students, not affiliated with a recognized student
organization, but wishing to reserve a campus space
may use the following:
- The Hub Conference Room Student Life Office ext. 8260
- Knights Village Lounge Associate Dean of Students by email or ext. 8553
- Centennial Complex Lounge
Centennial Complex RHD by email or ext. 8459
- Clinton Lounge
Clinton/Founders RHD by email or ext. 8451
- Founders Lounge
Clinton/ Founders RHD by email or ext. 8451
- Grossman Lounge
Grossmann/ Löhe/ Residence RHD by email or ext. 8577
- Löhe Lounge
Grossmann/ Löhe/ Residence RHD by email or ext. 8577
- Cardinal Commons Grossmann/ Löhe/ Residence RHD by email or ext. 8577
Space has limited availability on a first-come basis.
Wartburg College restricts the number and type of student-run sales and solicitation activities (fundraising projects) directed to students and others in the Wartburg community. Only recognized student organizations and department-sponsored student groups may engage in fundraising projects. Such activities are subject to approval by the Office of Student Life Office and are restricted to specified public areas. Outside vendors or agencies will not be authorized to sell goods or services on campus or solicit funds unless sponsored by a recognized student organization or department-sponsored group.
The Sales and Solicitation Form can be found at http://www.wartburg.edu/orgs/guide/
- Individual students may not conduct sales or
solicitations on the campus for any purpose.
- Sales and/or solicitations may be
conducted on campus by recognized
student organizations to raise money for a
philanthropic /charitable project or raise money
for organizational operating expenses.
- Sales and solicitations must be registered
with and approved by the Office of Student
Life a minimum of two weeks prior to the
fundraiser. The Office of Student Life will
approve or deny the request within two
- Arrangements for space, time, and special
needs, if any, are to be made with appropriate
college officials and are the responsibility
of the sponsoring organization. Contact the
Event and Scheduling Coordinator (ext. 8286)
with questions and for reservations.
- If a student organization wishes to conduct
sales or solicitations in college residence
halls, the approval of the Associate Dean
of Students (ext. 8260) will be required in
advance and should be indicated by his
signature on the application form.
- If a sale/solicitation is conducted to raise
money for a philanthropic/charitable project,
the recipient organization(s) must be listed on
- Upon completion of a sale/solicitation activity the amount raised must be reported to the Office of Student Life Office and indicated on the organization’s subsequent budget request to the Student Senate. Direct questions about sales and solicitation activities to the Campus Programming Director (ext. 8486) or the Event and Scheduling Coordinator (ext. 8286).